Process Administrator, Customer Utilities

Join our team at Chelan County Public Utility District. As one of the largest hydroelectric generating utilities in the Northwest, our mission at Chelan PUD is to improve the quality of life for the thousands of people who call our pristine desert and mountain community home.

Overview
Provide administrative and process support for the District's Customer Service and Utilities staff. Using exceptional organizational skills, and strong technical skills, provides internal customer service and administrative support for multiple cross-departmental functions and system processes. Organizes and maintains electronic and manual records. Leads and supports administrative process improvements, assists with training new division administrative support and aids with special projects.

Responsibilities

• Administrative Support: Perform clerical and administrative tasks such as creating and monitoring purchase and contract records; scanning, faxing, and filing documents; scheduling meetings, classes, and conference calls; preparing documents, proofreading; requisitions, purchase orders, Pcards and invoices for payment; monitor and order office supplies. Provide assistance and coordinate projects, such as internal and external travel and training and office functions, initiating action to resolve problems exercising judgment and diplomacy. Coordinate and prepare meeting materials and provide logistical support. Perform general administrative tasks such as greeting and assisting visitors, and maintaining calendars.
• Process Improvement and Special Projects: Document, research and recommend administrative process changes, applying automation using delivered tools to maximize efficiency and productivity. Support or lead the implementation of new or changed administrative processes, under the direction of the manager/supervisor. Work with IT as a subject matter expert to implement and continuously improve document management solutions and processes. Support teams leading process change and by creating workflow documents in solutions such as Visio and managing Team site.
• Project assistance: Provide administrative assistance for special projects such as data collection, proofreading, formatting, and dissemination of documents. Create PowerPoint presentations using various graphics such as Publisher. Update and post Policies, Procedures, Guideline and standards documents that cover various topics and coordinate communication of content updates.
• Records & Information Management: Act as the primary records and information coordinator for Customer Utilities and coordinate information data collection, ordering and filing, dissemination, and maintenance in both electronic and paper forms. Seek opportunities to digitize records, automate forms, and support the development of libraries and workflows, using tools such as FileNet and SharePoint. Develop and maintain records libraries, and related naming conventions and classifications. Organize information dissemination to targeted groups using a variety of communication methods such as email, websites, SMS text messaging, etc. Manage a wide variety of information, including, but not limited to, contract records, project data, internal websites, network directories, online forms, departmental process documentation, and operational guides. Monitor compliance with records storage and retention policies and Federal and State regulations including coordinating timely destruction of records.
• Intranet/Internet Organization & Maintenance: Regularly review, update and maintain departmental webpages to keep content fresh and accurate. As a subject matter expert, assist Customer Service and operational staff with webpage design and layout and act as the site owner for the Department. Use solutions such as Sitefinity for external web posting/updates.
• Maintain regular and predictable attendance: Perform related duties and responsibilities as required. Comply with District policies. Complete all required training. Maintain a working knowledge and comply with District safety procedures and specific safety requirements of this position, and those in accordance with applicable provisions of the Revised Code of Washington (RCW) and Washington Administrative Code (WAC).

Reports To
Supervisor - Customer Service & Dispatch

Overtime exemption
Non-Exempt

Qualifications

Education
Equivalent experience (year for year) may substitute for required education.

• Associate Degree (A. A.) or equivalent from two-year college or technical school; or equivalent combination of education and experience is required.

Experience

• 3+ years progressively responsible administrative support experience is required.
• Experience supporting the transition to a paperless work environment through the use of tools available in Microsoft 365 (or similar) is preferred.
• Experience managing electronic records is preferred.

Licenses and Certifications

• Valid Driver's License at hire and WA Driver's License within 30 days of hire required.

Skills and Abilities
A fully skilled incumbent will have the following knowledge skills & abilities:

• General knowledge of office procedures.
• Computers and Electronics — Knowledge of electronic equipment, and computer hardware and software, including applications and programming.
• Document file management systems and related technology.
• Excellent customer service skills and verbal communication skills to communicate effectively and professionally with internal customers and the public, ability to maintain effective, cooperative working relationships with other employees.
• Writing — Communicating effectively in writing as appropriate for the needs of the audience.
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Speaking — Talking to others to convey information effectively.
• Ability to create basic processes and forms using integrated technology tools and programs such as Word, PDF Fillable forms, SharePoint, FileNet, etc.
• Strong time management.
• Strong verbal and written communication.
• Strong organizational skills
• Strong typing/keyboarding skills
• Demonstrated skills in data and information management and record keeping.
• Problem solving
• Accuracy and attention to detail
• Logic and reasoning skills
• People and resource coordination
• Ability to prioritize multiple tasks in a fast paced environment.
• Ability to collaborate in a professional and service oriented work style.
• Ability to use logic and reasoning to develop recommendations and solution alternatives to procedural problems or processes.
• Ability to maintain confidentiality while working with sensitive information.
• Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
• Written Comprehension — The ability to read and understand information and ideas presented in writing.
• Written Expression — The ability to communicate information and ideas in writing so others will understand.
• Must be proficient in reading, writing and speaking English.

Physical Demands

• Sitting - Frequently
• Standing - Frequently
• Walking - Occasionally
• Lifting 1-10 lbs Floor-Waist - Occasionally
• Lifting 1-10 lbs Waist-Shoulders - Occasionally
• Lifting 1-10 lbs Above Shoulders - Occasionally
• Climb Stairs - Occasionally
• Twisting at Waist - Occasionally
• Stooping/Bending - Occasionally
• Reach Floor to Waist - Occasionally
• Reach Waist to Shoulder - Occasionally
• Reach Above Shoulder - Occasionally
• Wrist/hand/fingers manipulation (keyboarding, mousing, etc.) - Frequently
• Hand Controls (joy stick, controls on equipment, etc.) - Frequently
• Repetitive Motions - Frequently
• Talking - Frequently
• Hearing - Frequently
• Visual - Near Acuity - Frequently
• Visual - Far Acuity - Occasionally
• Visual - Depth Perception - Occasionally
• Visual - Color Discrimination - Occasionally